From first call to full deployment — here's exactly what happens.

No ambiguity, no surprises. Every engagement follows a structured five-step process with clear outputs at each stage and a defined finish line.

Day 1

Discovery Call

We spend 30–60 minutes mapping your operations: where time is lost, what's repetitive, where errors happen most often, and what your team finds most frustrating. This is a diagnostic conversation, not a sales pitch — we ask a lot of questions and take detailed notes.

At the end of every discovery call, you receive a written summary of your top 3 automation opportunities, ranked by estimated time savings and implementation complexity. You keep this document regardless of whether you move forward with us.

Days 2–5

Proposal & Scope

Within two business days of the discovery call, we send a fixed-scope proposal with clear deliverables, a realistic timeline, and transparent pricing. No hourly billing, no open-ended engagements, no "it depends" on cost. You know exactly what you're paying before you sign anything.

The proposal includes a technical overview of what we'll build, which tools and platforms we'll use, how we'll integrate with your existing systems, and what we'll need from your team to execute. Most clients sign within 48 hours of receiving it.

Weeks 1–4

Build & Configure

Our team builds your automations using the best-fit tools for the job — n8n, Make, Claude AI, custom code, or a combination depending on what your use case requires. We don't have a single platform we try to force every problem into. We use what works.

We integrate with your existing stack wherever possible — your CRM, your calendar, your email, your document management system. You shouldn't have to change how you work to get the benefits of automation. We come to you.

Weeks 4–5

Test & Train

Before going live, we run real scenarios with your team — actual data, actual edge cases, actual workflows. We find the gaps, fix them, and run the scenarios again until everything works reliably. Every automation has documented failure modes and fallback behaviors.

We then train every person who will use the system — not just the technical lead. We run hands-on sessions, record walkthroughs, and write plain-English playbooks your team can reference independently. Adoption is a core deliverable, not an afterthought.

Ongoing — first 90 days

Monitor & Optimize

We track usage, errors, and time savings from the moment systems go live. Dashboards are built into every deployment so you can see exactly what's running, what's been processed, and where time is being saved — in real time.

We schedule monthly check-in calls for the first 90 days post-launch. If something isn't performing as projected, we identify the root cause and fix it at no additional charge. Our reputation is built on results, not just delivery.

Typical engagement timeline

Day 1
Discovery

Days 2–5
Proposal

Week 4
Build Complete

Week 5
Live & Trained

Day 90
Optimized

Frequently asked questions

Straightforward answers to the questions we hear most often.

How long does it take to see results?

Most clients see measurable time savings within the first two weeks of go-live. The full impact — including team adoption and process stabilization — is typically clear by day 60. We track and report on this throughout the engagement so you're never guessing.

Do I need to replace my existing software?

Almost never. We build integrations that sit on top of what you already use — your CRM, your email, your practice management software, your calendar. We're not selling you a new platform. We're making your existing stack work smarter.

What if my team doesn't adopt it?

This is the most common reason AI projects fail, and it's why we've built adoption into our delivery process, not after it. We don't hand off a system and disappear. We run training sessions, gather feedback, iterate on the interface and workflows, and stay engaged until your team is actually using the tools consistently. If adoption is stalling, we find out why and fix it.

How much does it cost?

Every engagement is scoped and priced based on the specific automations we're building and the complexity of your integrations. Most small-business engagements range from $8,000–$25,000 for the initial build, with an optional ongoing support arrangement thereafter. We provide a fixed-price proposal before anything starts — no hourly billing, no surprise overages. Book a discovery call and we'll give you a realistic estimate within 48 hours.

Ready to start your engagement?

Book a discovery call and we'll map your top automation opportunities in 30 minutes — at no cost.

Book a Free Discovery Call